[Classclimate-users] "too many recipients"?

[Khurshid, Carolyn]

NM, i missed an email reply from OIT that addressed this problem.


The "too many recipients" error message is known to occur when the number of student/participant emails does not match (i.e. exceeds) the overall enrollment total for a course in Class Climate (the value the system uses to generate PSWD's).  The cause seems to be late student withdrawals (i.e. withdrawals processed within the last three weeks of class, after the courses are loaded to Class Climate).  It seems that while the data load updates the total number of students to reflect the withdrawal, the actual participant list (the emails) is NOT updated.  I'm pretty sure the data loads can overwrite data but not remove it; changing the total is an overwrite, while the email addresses would require a removal.  We are in the process of taking a closer look at this issue (there've been a few other instances reported in recent survey periods), but in the meantime, the only thing that can be done is to manually correct these discrepancies when they occur.

Since there doesn't seem to be an efficient method of predicting which courses/surveys will be affected, at least not for the typical user, a subunit admin needs to keep an eye on all of their surveys during the deployment/survey period.   Everyone administrating evaluations should be confirming the successful execution of their surveys/scheduled tasks with the Administrative Dashboard of Scheduled Tasks (in the Central Evaluation menu).  If you aren't already doing this as part of your routine, make sure you add it to the process (document the steps, if your department keeps documented procedures).


From: Classclimate-users <classclimate-users-bounces at listserv.ohio.edu<mailto:classclimate-users-bounces at listserv.ohio.edu>> on behalf of Carolyn Khurshid <khurshid at ohio.edu<mailto:khurshid at ohio.edu>>
Reply-To: Users of the Scantron ClassClimate survey tool <classclimate-users at listserv.ohio.edu<mailto:classclimate-users at listserv.ohio.edu>>
Date: Tuesday, June 25, 2019 2:18 PM
To: Users of the Scantron ClassClimate survey tool <classclimate-users at listserv.ohio.edu<mailto:classclimate-users at listserv.ohio.edu>>
Subject: [Classclimate-users] "too many recipients"?

I got this message in CC:

Too many recipients. There are not enough PSWDs for this course because the number of PSWD recipients exceeds the number of participants defined for this course. Some recipients have been moved to "Incorrect Addresses".

And therefore one of our professors didn't get any returns on his evals!  "Some" recipients weren't removed, they all apparently were and nothing went out.  This has never happened before.

I checked and the scheduled tasks seem to be okay, in fact, I am pretty sure these 2 evals were part of the large batch I did so I don't think the error was mine.  Has this happened to anyone else?

Thanks,
Carolyn


Carolyn Khurshid
Dept Administrator
Chemistry & Biochemistry
Ohio University
Athens, OH 45701
740.593.9882[cid:5263DEF9-D7E0-40C7-9AC6-2F474025770B]
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